WORK SESSION May 8, 2018 MUNICIPAL BUILDING DELRAN, NJ Sunshine Statement: Be advised that proper notice has been given by the Township Council in accordance with the sunshine law in the following manner. Notice advertised in the Burlington County Times and Camden Courier Post on January 16, 2018 and posted on the bulletin board on the same date. ROLL CALL: present. Mr. Burrell, Mrs. Kolodi, Mr. Schwartz, Mr. O Connell and Mr. Catrambone were ALSO PRESENT: Mr. Grace, Solicitor, Mr. Hatcher, Administrator and Ms. Eggers, Municipal Clerk. FAIRVIEW BLVD ISLAND REMOVAL Mr. Winckowski stated that the island was built along with the development and the concern is that it acts as a barrier for traffic making a left turn as they approach Route 130. The plan is to remove the island but keep the concrete median. The island itself will be pavement with striping. Mr. Schwartz asked the width of the concrete median. Mr. Winckowski stated that it will remain the same width of the current median and be extended. This will require a DOT permit and approval. Mr. Hatcher asked if Mr. Winckowski if he has spoken with the DOT and whether they have any issue with the removal. Mr. Winckowksi stated that he has not but based on their experience with the DOT they do not think it will be an issue. Mr. Hatcher asked if the permit is denied will that happen before we spend a lot of engineering costs. Mr. Winckowski stated that a plan has to be prepared to submit to the DOT. He estimates about $5,000 in engineering costs for the plan. Mr. Winckowski stated that they can prepare the bare minimum to submit the DOT application. Mr. Hatcher stated that his concern is that the intersection turned out very different then what was originally submitted to the State and they made those changes. Mr. Catrambone stated that we don t want to spend several thousand dollars just to find out this is the way the DOT wanted the intersection designed. Mr. Winckowski stated that he will try to reach out to the DOT and find out the bare minimum they will need for approval. Council will revisit this again at a future work session.
BID REPORT PHEASANT ROAD Mr. Winckowski stated that we received bids a few weeks ago for this project. We have a Community Development Block Grant for the project. Arawak Paving CO. was the low bid in the amount of $57,900. They reviewed the bid documents with the Township Attorney and found it responsive. Mr. Winckowski stated that the bid was within budget and covered completely by the grant; therefore, they are recommending award of the project to Arawak Paving Co., Inc. at the next meeting. Council agreed to place a Resolution on the next work session agenda. JAKE S PLACE Mr. Winckowski reported that a budget needs to be established and once that is completed they will need to be authorized to complete the design and produce the plans and bid documents. Mr. Catrambone stated that estimate seems a little higher than what we agreed to and he felt the project was going to be completed in phases as they continued to fund raise. Mr. Winckowski stated you can phase the project but each phase will be an expansion. The entire footprint of the safety surface cannot be put in place in the first phase. Mr. Catrambone stated that from what we all understood was that we would build this with as much as the foundation that could be initially put in and then as many components as we could within the budget. Mr. Catrambone stated that he thought the total amount discussed was around $540,000 and Jake s Place agreed. Mr. Winckowski stated that once Council is firm on the number for Phase I he will work with the playground designed to determine what will be included in Phase I and future phases. Linda Gilbert, 75 Stewart Avenue, asked who is building Jake s Place. Her understanding was the Township was going to contribute a certain amount and Jake s Place was going to build it and maintain it. She asked why we are paying engineering fees. Mr. Catrambone stated that there was a certain amount the Township was going to contribute mostly through a grant and Jake s Place would fundraise. In order to stay within the timeline of the grant we were going to build Phase I this year and they would continue to fundraise. Mrs. Gilbert stated that still does not answer her question on who is building Jake s Place. Mr. Catrambone stated that it is a community build. The Township Engineer has to be the one that designs the plan. Mrs. Gilbert stated that it was her understanding that the engineering was already completed. Mr. Catrambone stated that there was a concept drawing prepared but that is different that than the engineering side. Mr. Winckowski stated that the Township has agreed to fund up to a certain percentage. The cost for the engineering and the contractor is part of that share. The playground designer for Jake s Place with design the components, layout, spacing and the pour in place. They require
someone to design the base improvement and combine into a contract. The contractor, through a bid process, will install those improvements and then Jake s Place will take over to coordinate the community build. All engineering is part of the cost share. Pat Pomeranz, Alden Avenue, stated that she doesn t feel that the question was answered which was who is hiring the contractors the Township or Jake s Place. Mr. Hatcher stated that will depend on whether Jake s Place will turn over the money to Township. If they do, we will oversee the contractor, if not they will. Mr. Hatcher stated that we will need to reach out to Jake s Place to clarify that issue. Mr. Schwartz asked Mr. Winckowski if it would be possible for CME Associates to perform the services at no cost. With all the companies that have contributed to make the park what it is he would like to know if that is a possibility. Mr. Schwartz stated that he does not need an answer tonight. Mr. Winckowski stated that he cannot answer that question as there are certain costs and expenses involved. Mrs. Kolodi stated that CME Associates did initially make a contribution to the park for the installation of batting cages. WORK LIMITS LITLE & LICHTENTHAL AVENUE Mr. Winckowski stated that he wanted to make sure Council was clear on the work limits. The municipal border on each road runs diagonally through Delran and Riverside. We propose extending the project into Riverside up to the furthest point of the Delran border. Mr. Winckowksi stated that Lichtenthal Avenue is very minimal but Litle would be approximately fifty feet on Riverside property. Mr. Winckowski stated that we reached out to Riverside and they are not in the position to repave the road. Mr. Winckowski stated that it is within the budgeted amount. After discussion, Council agreed to square off Lichtenthal Avenue at the Township border. Mr. Winckowksi will report back to Council at the next meeting with an updated cost estimate to repave Litle Avenue through Lot 6. Council also agreed to allow the Engineer to reach out to Riverside for approval. PSE&G MAIN REPLACEMENT UPDATE Mr. Winckowski reported that they met with PSE&G on last Monday regarding the main replacements on various roads. Services to each property and they indicated that the earliest would be August and the latest would be October. They indicated that they can push the mill and overlay for the fall of this year or wait and come back in the Spring. Also, if they need to open the road on the opposite side of the main replacement to connect services they will be resurfacing the entire road. Mr. Winckowski stated that he will have them update the road opening permit to show each service. Mr. Winckowksi stated that he is going to get them to
sweep the roadways next week. They have also been put on notice to file to file permits for Notre Dame Drive. Mr. DeSanto stated that want to allow time for the road to settle before the final resurfacing. Mr. Winckowski agreed. Mr. Winckowski will keep Council updated on the progress. LOSS RATIO SNAPSHOTS Mr. Hatcher stated that on a quarterly basis he has been updating Council on the BCJIF and MEL snapshots. Our six year loss ratio with the BCJIF was great in 2012, 2013 and 2014. It has reduced to 28.6% in 2015 to 28.6%, 3.7% in 2016 and 6.9% in 2017. The 6 year cumulative ratio is 77% which is fair. With the MEL we only had claims in 2012 and 2013. Our 6 year cumulative ratio is 30%, which is outstanding. Our six year loss ratio average with the EPL/Pol is 0% which is excellent. Overall the ratio has been really good. Our premiums have been the same for the about the last four to five years. Some areas have increased as we add additional coverage such the cyber liability insurance. Most of the increase has been covered by the excess liability fund. We do not expect an increase in the next three years. ANNUAL REPORT GUN RANGE Mr. Hatcher stated that one of the requirements of the agreement with the Delran Junior Marksman was that they have an annual inspection by an NRA certified individual. The report has indicated that all ranges are safe to operated, ADA complaint and they also touch base on some of the improvements. Mr. Hatcher stated that since the improvements a few years ago, we have not had any complaints. Mr. Schwartz stated that he read the report and nowhere did it list the individuals as a certified NRA range inspector. He asked if the individual meets the requirements of the lease. Mr. Grace stated that he will review the lease and the credentials of the individual to make sure they comply and report back to Council. REPORTS Mr. DeSanto Mr. DeSanto reported that the department is very busy. Mrs. Kolodi thanked Mr. DeSanto for patching the intersection of Drew Ct. Ms. Eggers No report. Mr. Grace Mr. Grace reported that a decision has been made on the Bohn v. Delran Township case. Both candidates will be placed on the Primary ballot. There was also a clarification from the County Clerk that the error in calculation for the total number of signatures required was their error and not an error of the Municipal Clerk. Mr. Grace stated that he provided a draft Shared Service Agreement with the Delran School District for Class III Police Officers.
Mr. Catrambone stated that the Superintendent has indicated that there were other options available and they would like to invite a sub-committee of Council to meet with them and they would also like to attend a Council meeting. Mr. Winckowski Mr. Winckowski reported that the sports lighting has been installed at Delran Community Park and is operational. Mr. Winckowski reported that the power conditioning equipment has been installed at the Sewer Plant and they will continue to monitor the utility bills. Mr. Winckowski reported that they are closing out the contract for the 2016-2017 Road Program which came in about $175,000 under the bid amount. They are also continuing work on the 2018 Road Program along with Hartford Road. They hope to advertise the project next month. Mr. O Connell No report. Mr. Burrell No report. Mr. Schwartz No report Mrs. Kolodi No report. Mr. Catrambone Mr. Catrambone stated that Mal Anderson from the Historical Society is being honored for an award they received for the reburial of the centennial time capsule. The event is in a few weeks and he forwarded the invitation to Mayor and Council this afternoon. PUBLIC PORTION Mrs. Kolodi made a motion to open the meeting to the public. The motion was seconded by Mr. O Connell. All were in favor, motion approved. Linda Gilbert, 75 Stewart Avenue, reported that there is a pothole on Stewart Avenue right before her house which is getting bigger and bigger. Mr. DeSanto stated that he will look at the street and repair all potholes. Mike Bohn stated that he came here tonight to publically apologize to Jamey Eggers, Township Clerk for dragging her into the lawsuit. Mr. Bohn stated that she has always been very helpful but at the time he felt it was necessary. Chuck Stahl, 184 Natalie Road, stated that he has also had several interactions with Ms. Eggers since he started attending Council meetings. Mr. Stahl stated that he appreciates the help he has received and wanted to make sure people knew. Mr. O Connell made a motion to close the meeting to the public, seconded by Mr. Burell. All were in favor, the motion was approved. Mr. Burrell made a motion, seconded by Mrs. Kolodi to enter into closed session for discussion on the following issue: Personnel Issue, Review Ethics Attorney RFQ Language. Mr. Burrell made a motion to end the closed session and reopen the meeting to the public. The motion was seconded by Mrs. Kolodi. All were in favor, motion approved.
Mr. Catrambone asked for a motion to advertise a Request for Qualifications for Professional Services for an Ethic Attorney. Mr. O Connell made a motion, seconded by Mrs. Kolodi to authorize the advertisement of Request for Qualifications for Professional Services for an Ethic Attorney. There being no additional questions, the roll was called. Mr. Burrell, Mrs. Kolodi, Mr. O Connell and Mr. Catrambone voted aye. Mr. Schwartz voted nay. Ayes: 4 Nays: 1 Motion Approved Mr. Catrambone asked for a motion to approve Resolution 2018-99. TOWNSHIP OF DELRAN RESOLUTION 2018-99 RESOLUTION OF THE TOWNSHIP OF DELRAN DENYING MAYOR S REQUEST TO TERMINATE GRACE, MARMERO & ASSOCIATES, LLP AS THE TOWNSHIP OF DELRAN SOLICITOR/HEAD OF DEPARTMENT OF LAW Mr. O Connell made a motion, seconded by Mr. Burrell to adopt Resolution 2018-96. Mr. Burrell, Mrs. Kolodi, Mr. O Connell and Mr. Catrambone voted aye. Mr. Schwartz voted nay. Ayes: 4 Nays: 1 Motion Approved Mr. Schwartz made a motion to adjourn the meeting, seconded by Mrs. Kolodi. favor, the meeting was adjourned. All were in Respectfully submitted, Jamey Eggers, Township Clerk